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Disposal Of An Asset

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What Does “Disposal” Mean?

Disposal is a specific designation assigned to the asset removing it from your inventory.Disposal actions include:

Donating equipment to an outside agencyMarking an asset as “Missing”Marking an asset as “Stolen”Marking an asset for “Trade-in”

Note: Surplus is used when you no longer need an asset and request it be removed from your department.

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Accessing The Disposal Worksheet

My Financials

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All disposals are processed the same –

Use the Disposal Worksheet

Change the Disposal CodeChange the Disposal Code

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Disposal Code Definitions

Donated – asset is given to outside agency

Missing – item is missing no evidence of theft

Theft – item stolen police report filed

Trade-In – older model given back to vendor to reduce cost of the upgraded asset

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Retrieve Asset Record

Variety of search criteria optionsEnter criteria and click “search”

# of rows to return

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“Optional Accounting Information”

Click the Dispose box to identify assets to be disposed

Enter Disposal Code and Trans Code

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Great Tip! Find The Tag# Fast

Resort list by Tag #

Use browser find function “CTRL F”

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Enter Disposal Code & Matching Transaction Code

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Great Tip! Use Default Function

Enter Disposal CodeFlag AssetsClick “Load Default”Enter matching “Trans Code”

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Finished? Submit Worksheet

Click Submit

Confirmation message displayed

Control ID assigned to each accepted record

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How Does This Process Work?

Disposal Worksheet is used to identify all assets that are either Donated, Missing, Stolen, or Transferred to an Outside AgencyA Control ID is assigned to each item when the disposal worksheet is submittedEach disposal requires documentation to complete the disposal processOnce a day CAAD completes the Disposal Approval process and the asset status reflects the disposal action

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Donation – Required Documentation

Submit a request to transfer the asset to an outside agency on department stationary to CAAD

Include Tag#, model/serial number, current location/sublocation, name of agency receiving assetCAAD sends this letter to the agency, arranges pick up, and completes transfer

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Sample Transfer Letter

Kerry GeterManagerCapital Assets Accounting 0303

Dear Mr. Geter,

Please transfer the following equipment to the recipient named below:GT# 0057098 OTDR Model: TD-1000A Serial: 9310-0154GT# 0067847 OTDR Model: TD-1000-HR Serial: 9603-0070

Recipient;Bill ParasksUniversity Computing & Communications ServicesGeorgia State University(404) 651-1062

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Missing Equipment – Required Documentation

Provide documentation describing the circumstances surrounding the loss including date and person(s) involvedEmail information to CAAD using the ‘Notify”function on the action button toolbar

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Theft – Required Documentation

There are 2 steps to a “Theft” disposalStep 1:

Call the GT Police as soon as the theft is discovered. The police will provide a copy of the incident report.Go to Basic Add/Update

Retrieve asset recordEnter the Incident Report # in GTINFO1

Step 2:Go to the Disposal Worksheet and declare the item stolen

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Trade-In Authorization Form

There are two steps to a trade-inGo to the Disposal Worksheet and declare a trade-in disposalSubmit the Trade-in Authorization form

CAAD retires the trade-in asset and adds the value of the trade-in to the total cost of the new asset.

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Quick Review

1. Disposal actions include:Donated to an outside agencyMissingStolenTrade-in

2. Multiple assets with the same disposal code can be processed at the same time using Asset Information

3. Multiple assets with different disposal codes can be processed at the same time using Retirement Information

4. Submit the appropriate disposal documentation5. Quick tag # find – resort by tag #, use CTRL F

Disposal action removes the asset from your inventory

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Missing Equipment Detail Report

Enter report parameters

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Missing Equipment Summary ReportEnter report parameters

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Email

am.ask@business.gatech.edu

EXIT